Introduction to Business Process Modelling

 Process modelling overview

 List of process models
 Process modelling steps
 Process Definitions

Process Modelling Overview

 Process modelling is a crucial aspect of business analysis that
involves creating representations of business processes to
understand, analyze, and improve them. This overview outlines the
fundamental components, methodologies, and benefits of process
modelling.
 Business Process Modelling (BPM) is a method used to visualize
and analyse business processes to improve efficiency and
effectiveness. By creating a graphical representation of a process,
organizations can gain insights into how their operations function
and identify areas for improvement.

Key Components of Process Modelling

1. Activities: The tasks or steps that are performed in the process.
2. Events: Triggers that initiate or terminate a process (e.g., customer
requests, deadlines).
3. Decisions: Points in the process where a choice is made, leading to
different paths.
4. Flow: The sequence in which activities and events occur, often
represented by arrows.
5. Actors: Individuals or systems involved in executing tasks within
the process.

List of common process models used in business and systems

analysis:
1. Business Process Model and Notation (BPMN)

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A standardized graphical notation for depicting business processes.
Uses specific symbols for events, activities, gateways, and flows.

2. Flowcharts
Simple diagrams that represent the sequence of steps in a process.
Useful for illustrating straightforward processes.

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3. Unified Modeling Language (UML)
Utilized primarily in software development but can model processes
through:
Activity Diagrams: Show workflows and activities.
Use Case Diagrams: Represent user interactions with systems.
4. Value Stream Mapping (VSM)
Focuses on the flow of materials and information, identifying waste.
Commonly used in lean manufacturing.
5. SIPOC Diagram
Represents Suppliers, Inputs, Process, Outputs, and Customers.
Useful for high-level process mapping.
6. Swimlane Diagrams
Divides a flowchart into lanes to show who is responsible for each part
of the process.

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 Clarifies roles and responsibilities.
7. Gantt Charts
Primarily used for project management, showing the timeline of tasks
and their dependencies.
Helpful for scheduling and tracking progress.
8. Business Process Reengineering (BPR) Models
Focus on redesigning business processes to achieve significant
improvements.
Often involves radical changes to existing processes.
9. Decision Model and Notation (DMN)
A standard for modeling and managing decisions within business
processes.
Helps clarify decision logic.
10. Lean Process Mapping
Aimed at eliminating waste and improving efficiency in processes.
Focuses on value-added activities.
11. Six Sigma Process Mapping
Utilizes DMAIC (Define, Measure, Analyze, Improve, Control)
methodology to improve processes.Emphasizes data-driven decision-
making.
12. Context Flow Diagrams
Visualizes the context and boundaries of a system or process.
Shows interactions with external entities.

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Business Process Modelling Steps

Business process modelling involves a series of structured steps to create
effective visual representations of processes. Here’s a detailed outline of
the steps involved:

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1. Define the Objectives
Identify Goals: Determine why you are modeling the process (e.g., to
improve efficiency, document for training).
Stakeholder Engagement: Involve key stakeholders to ensure their needs
and expectations are understood.
2. Select the Process to Model
Scope Definition: Choose a specific process or subprocess that needs
analysis.
Prioritization: Consider processes that have a significant impact on
business performance.
3. Gather Information
Data Collection: Collect quantitative and qualitative data about the
current process.
Interviews and Workshops: Conduct discussions with stakeholders and
team members to understand the process flow and pain points.
Documentation Review: Analyze existing documentation, such as standard
operating procedures (SOPs) and performance metrics.
4. Identify Process Boundaries
Start and End Points: Clearly define where the process begins and ends.
Inputs and Outputs: Identify what inputs are required and what outputs
are produced.
5. Model the Process
Choose a Modelling Technique: Select an appropriate method (e.g., BPMN,
flowchart, swim lane diagram).
Create the Model: Use the chosen technique to visually represent the
process, including all activities, decisions, and flows.
6. Validate the Model
Review with Stakeholders: Present the model to stakeholders for feedback
and validation.
Make Adjustments: Incorporate any necessary changes based on feedback
to ensure accuracy.
7. Analyze the Model
Identify Inefficiencies: Look for bottlenecks, redundancies, and areas for
improvement.

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Assess Performance Metrics: Evaluate how well the process meets its
objectives using relevant metrics.
8. Develop Improvement Recommendations
Propose Changes: Based on the analysis, suggest specific improvements
to enhance efficiency and effectiveness.
Consider Automation: Identify opportunities for automation or technology
integration.
9. Implement Changes
Action Plan: Create a plan for implementing the recommended changes.
Stakeholder Communication: Ensure all stakeholders are informed and
trained on the new processes.
10. Monitor and Review
Track Performance: Continuously monitor the process to assess the impact
of changes.
Feedback Loop: Gather feedback and make adjustments as necessary for
ongoing improvements.

Business Process Modelling Process Definitions with Examples

Here are key definitions related to business process modeling, along with
practical examples to illustrate each concept:

1. Business Process
A series of interconnected activities or tasks that are performed to achieve
a specific organizational goal.
Example:
An order fulfillment process in a retail company involves receiving an
order, processing payment, picking items from inventory, packaging the
order, and shipping it to the customer.

2. Process Model
A graphical representation of a business process that illustrates its
components, flow, and interactions.
Example:

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A BPMN diagram that depicts the order fulfillment process, showing the
sequence of activities, decision points (like payment approval), and flow of
information.

3. Activities
Individual tasks or steps within a process.

Example:
In the order fulfillment process, activities include:

 Receive Order
 Process Payment
 Pick Items
 Package Order
 Ship Order
4. Events
Triggers that initiate or terminate a process or subprocess.

Example:
 An event could be a customer placing an order online, which
triggers the order fulfillment process. A terminating event might be
the order being marked as shipped.

5. Decisions
Points in the process where a choice must be made, leading to different
paths or outcomes.

Example:
 A decision point in the order fulfillment process could be "Is the
payment successful?" If yes, proceed to packaging; if no, notify the
customer of the failed payment.

6. Flow
The sequence in which activities and events occur within a process.

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Example:
In the order fulfillment process, the flow might be:

Receive Order →
Process Payment →
(Decision: Is Payment Successful?) →
Yes → Pick Items → Package Order → Ship Order
No → Notify Customer
7. Stakeholders
Individuals or groups who have an interest in the process.

Example:
In the order fulfillment process, stakeholders include:

 Customers (who place orders)

 Sales Team (who manage customer inquiries)
 Warehouse Staff (who pick and pack items)
 Shipping Partners (who deliver orders)
8. Inputs
Resources, information, or materials that are required to execute activities
within a process.

Example:
 Inputs for the order fulfillment process might include:
 Order details (customer information, items ordered)
 Payment information (credit card details)
9. Outputs
The results or deliverables produced by the process.

Example:
 Outputs of the order fulfillment process include:
 Shipped Order (delivered to the customer)
Invoice (sent to the customer)
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10. Boundaries
The defined limits of a process, indicating what is included and excluded.
Example:
 The boundaries of the order fulfillment process might define that it
starts when a customer places an order and ends when the order is
delivered, excluding any post-delivery customer support.

11. Business Process Improvement (BPI)

The practice of analyzing and enhancing business processes to increase
efficiency, reduce costs, and improve quality.

Example:
 After modeling the order fulfillment process, the company identifies
that automating payment processing can reduce delays, leading to
a BPI initiative.

12. Business Process Reengineering (BPR)

A more radical approach to process improvement that involves rethinking
and redesigning processes to achieve significant performance
enhancements.
Example:
If the retail company decides to completely overhaul the order fulfillment
process by implementing a new integrated software system that manages
inventory, orders, and shipping, this would be an example of BPR.

13. Process Owner

The individual responsible for the overall performance of a process.
Example:
The logistics manager might be the process owner of the order fulfillment
process, accountable for ensuring that orders are processed efficiently.

14. Key Performance Indicators (KPIs)

Metrics used to evaluate the success and efficiency of a process.

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Example:
 KPIs for the order fulfillment process might include:
 Order Processing Time (time taken from order receipt to shipping)
 Order Accuracy Rate (percentage of orders shipped correctly)
15. Continuous Improvement
An ongoing effort to enhance products, services, or processes through
incremental improvements over time.

Example:
 The retail company regularly reviews customer feedback on order
fulfillment to identify small improvements, such as better packaging
or faster shipping options.
 These definitions and examples provide a foundational
understanding of business process modeling and its key
components.

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BPMN EXERCISE

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